Use Zoom's AI to Capture Meeting and Training Notes

What This Does

Zoom AI Companion automatically transcribes and summarizes meetings — carrier training webinars, agency team meetings, claims update calls. Instead of scrambling to take notes, you get a structured summary with action items delivered to your email after the meeting ends.

Before You Start

• You have a Zoom account (free accounts don't include AI Companion — you need a paid Zoom One plan or your employer must have it enabled)
• AI Companion is enabled in your Zoom account settings (check: zoom.us → Settings → AI Companion)
• You know other meeting participants will be informed that AI is recording

Steps

1. Check your AI Companion settings before the meeting

Log in at zoom.us → click Settings in the left menu → scroll to AI Companion → make sure "Meeting Summary with AI Companion" is toggled On.

2. Start or join your Zoom meeting as usual

When you're in the meeting, look for the AI Companion button in the bottom toolbar (next to reactions, participants, etc.). It looks like a small sparkle/star icon.

3. Start the summary

Click AI Companion → select Start Meeting Summary. A notification appears to all participants that AI is capturing the meeting — this is required and cannot be skipped.

4. Let the meeting run normally

You don't need to do anything special. Zoom AI listens, identifies speakers, and tracks key discussion points in real time.

5. End the meeting

When you click End Meeting, Zoom AI finalizes the summary. Within a few minutes, you'll receive an email with:

• A bulleted summary of what was discussed
• Action items extracted from the conversation
• A link to the full transcript (if transcript was enabled)

6. Share relevant points with your team

If the meeting was a carrier underwriting update or agency training, forward the summary bullet points to teammates who weren't on the call. Paste key points directly into your AMS as an activity note.

Real Example

Scenario: Your agency hosts a 45-minute carrier webinar on commercial auto appetite changes and new submission requirements for contractors.

What you do: Enable AI Companion before the meeting starts.

What you get (delivered to email):

• "Carrier tightening appetite for contractors with more than 3 auto losses in 3 years"
• "New: all contractor submissions must include current driver list and MVR within 90 days"
• "Rate change effective May 15: 8% increase on commercial auto policies in FL and TX"
• Action item: "Update submission checklist for contractor accounts"

Tips

• Use AI Companion for carrier training webinars — dense with information, boring to re-watch, and easy to miss key details if you're multitasking.
• The action items extraction works best when someone on the call says phrases like "we need to," "make sure you," or "by [date]" — these trigger AI to flag action items.
• If you're on a call with a policyholder and want transcription, use Otter.ai instead (see Level 3 guide) — Zoom AI Companion is better for internal meetings.

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.